Layoffs and reductions in time (RIT) can be challenging for supervisors to navigate. This section provides guidance, resources, and answers to help you manage the process while supporting affected employees. For employee-specific information, visit FAQs: For Employees: About Your Layoff and Re-employment Rights.
Below are the most common questions for supervisors. Select a question or expand the section to view the answer.
There are different notice requirements depending on which policy or Collective Bargaining Agreement applies. For non-represented PSS employees, University policy requires a minimum of 30 days’ notice. Generally, Union contracts require a minimum of 30- or 60-days’ notice, if feasible, and some allow for pay in lieu of notice. Because the notice period and in lieu of pay requirements vary by contract, please review the applicable contract or policy for details. Please also note, the Notice of Layoff should accurately reflect the applicable notice period and whether it is including calendar notice as well as pay in lieu of notice.
Employees should not be formally notified of their layoff or reduction in time until after the action request has completed the department’s internal process, has been submitted through HRSD and has been reviewed and received all required endorsements. Once all of those steps have been completed, HRSD will send draft Notices and Election Forms to the department. The HR Contact should review those documents to ensure they are accurate and comply with the appropriate policy or Collective Bargaining Agreement, make any appropriate edits, and finalize those notices before they are provided to the employee along with a Proof of Service Form. That Notice of Layoff/Reduction in Time, Election Form (if applicable), and Proof of Service will then be provided to the employee and that will serve as “notice” of the layoff or reduction in time.
Seniority is calculated by full-time equivalent months (or hours) of University service in any job classification or title. Employment prior to a break in service (separation from employment status) shall not be counted. See: How to Calculate Seniority for Layoff/ Reduction in Time. Please note, if the employee was hired before the Path conversion in 2020, the HR Contact may need to look at multiple systems to do an accurate calculation.
Generally, a department should carefully consider seniority, along with performance and ability to perform when making a layoff decision. All three criteria – skills, performance, and seniority – are considered together in the Layoff process. Ultimately, it’s up to department management to decide, consistent with UC policy or applicable CBA, operational needs, and local practices, how to weigh the different factors.
In some situations, less senior employees (determined by amount of service with the University) in the affected classification may be retained based upon special skills, knowledge or abilities that are not possessed by other employees in the same classification and that are necessary to maintain the operations of the department.
The department must have a valid business reason for providing less than sixty (60) days’ notice. For example, stating that funding on a grant has expired or that the department reorganized and eliminated the position would not provide valid reasons. In each of these cases the department would have advance knowledge of the events underlying the layoff and it is feasible that the department could have planned accordingly. The time limits for minimum notice vary by policy and union contract. Please review the applicable contract or policy for details.
Employees should not be formally notified of their layoff or reduction in time until after the action request has completed the department’s internal process, has been submitted through HRSD and has been reviewed and received all required endorsements. Once all of those steps have been completed, HRSD will send draft Notices and Election Forms to the department. The HR Contact should review those documents to ensure they are accurate and comply with the appropriate policy or Collective Bargaining Agreement, make any appropriate edits, and finalize those notices before they are provided to the employee along with a Proof of Service Form. That Notice of Layoff/Reduction in Time, Election Form (if applicable), and Proof of Service will then be provided to the employee and that will serve as “notice” of the layoff or reduction in time.
Yes. University service is not limited to UCSD employment, but includes all hours worked as a University of California employee and may include time served in a former classification, time with UCOP, or a position at another Campus or Laboratory so long as there was no break in service.
Yes. An indefinite reduction in time is considered a layoff. An employee whose time has been indefinitely reduced, and who elects preferential rehire and recall rights, is entitled to be considered for vacant career position(s) at the same or lesser percentage of time as the position from which the employee held and was reduced from. In no event can the employee hold an appointment or appointments greater than 100 percent.
No. According to PPSM Policy 65 - Termination of Career Employees—Managers and Senior Professionals, Salary Grades I through VII, an MSP level employee may be terminated when, in management’s judgment, the needs or resources of a department do not justify the continuation of an employee’s appointment. Department that are contemplating termination of a MSP level employee due to a budgetary related reason, should provide a written justification for the reason for layoff e.g. lack of work, lack of fund and/or reorganization for review and endorsement by their local HR Contact and Employee Relations.